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Notice Summary

United Kingdom-Bristol: Award Management System
Document Ref:
Document Type:
Contract Notice - Competitive procedure with negotiation
Published By:
University of Bristol
Date Published:
11 December 2018
Deadline Date:
17 January 2019
Document Source:
Alert Profile:
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Reviewed By
Our Specialist Team

Notice Abstract

The University of Bristol (UoB) has approved a business case to procure an award management system to manage research (and research-related) grant costings.

Notice Details

Contract notice

Directive 2014/24/EU - Public Sector Directive

Directive 2014/24/EU

Section I: Contracting Change entity

I.1) Name and addresses

University of Bristol

4th Floor, Augustine's Courtyard, Orchard Lane




Contact person: Martyn Dean

Telephone: +44 1173940653



Internet address(es)

Main address:

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be sent electronically to:

Tenders or requests to participate must be sent to the abovementioned address

I.4) Type of the contracting authority

Body governed by public law

I.5) Main activity


Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Award Management System

Reference number: IT-1018-008-PC_978

II.1.2) Main CPV code



II.1.3) Type of contract


II.1.4) Short description

The University of Bristol (UoB) has approved a business case to procure an award management system to manage research (and research-related) grant costings.

II.1.5) Estimated total value

Value excluding VAT: 1 000 000.00 GBP

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)


II.2.3) Place of performance

NUTS code:


Main site or place of performance:


II.2.4) Description of the procurement

The University of Bristol has approved a business case to procure an award management system to manage research (and research-related) grant costings.

The main objective of the procurement is to deliver a solution which:

— produces fEC/TRAC compliant costs and prices,

— associates multiple costings with a research project,

— cost and prices complex research projects involving multiple internal organisational structures, funders and external collaborators,

— has scheme templates for major funders provided as standard by the supplier,

— has the capability for the UoB to create scheme templates for other funders,

— has a dashboard with milestone information relating to the progress of research applications,

— integrates with the UoB ERP system for staff costings and project set up,

— integrates with the Case Management System for providing milestone information to the academic community,

— has the capability to configure, review and approval workflows,

— has the provision of funder specific submission reports for funder portals,

— records award acceptance information,

— generates standard and customised reports, for workflow tasks and approvals, and for application and award data,

— exchanges data analytics with management information tools, such as Business Objects.

Full details of the required functionality are provided in the statement of requirements.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 120

This contract is subject to renewal: No

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 3

Objective criteria for choosing the limited number of candidates:

UoB will apply the criteria set out within the selection questionnaire.

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options:

The initial contract period will be for 5 years with options to extend for a maximum of a further 5 years.

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

II.2.14) Additional information

The estimated total value quoted in II.1.5) assumes a supplier hosted solution over 10 years.

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents

III.2) Conditions related to the contract

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Competitive procedure with negotiation

IV.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.1.5) Information about negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 17/01/2019

Local time: 12:00

IV.2.4) Languages in which tenders or requests to participate may be submitted


IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: No

VI.2) Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.4) Procedures for review

VI.4.1) Review body

Royal Courts of Justice




VI.4.3) Review procedure

Precise information on deadline(s) for review procedures:

Bidders have the right to appeal as set out in the Public Contracts Regulations 2015. Proceedings under the Public Contracts Regulations 2015 are time limited and any such proceedings must be brought in the High Court of England and Wales.

VI.5) Date of dispatch of this notice


Current Notes